Expenses claim form

Please note that ASO Expense Process has changed

Please read the following information carefully before submitting any expense claim.

Please contact the OMT lead for the claim form.

Claim Checklist:

• The claim must be completed in full and saved as a single PDF* and should include the claim form, PPIE if relevant, and all receipts and be saved in the following format: FirstInitial LastName event date
• All claims are in accordance with the ASO Expense policy – see below.
• The claim is in a single currency only, as indicated in the form.
• If any part of the form is not completed, your claim will be returned for correct completion, which will delay any approved expenses.
• All claims must have been approved by the OMT Event organiser prior to the expense being incurred, and details of the person must be entered into the claim form.

PPIE Claims – additional information

• All hours listed in the claim must have been agreed by the authorised budget holder before taking place.
• Please ensure that the form has been signed by the authorised budget holder.
• The PPIE claim must be submitted with the ASO Claim form in a single PDF*.

Process

• All claims are to be sent to the email address as indicated on the claim form.
• All claims must be submitted within 30 days of the expense.
• Claims will be processed within 21 working days of submission.

*PDF – saving to a single PDF

• To save as a PDF in Word or Excel, click ‘save as’ and choose PDF from the drop-down menu below the file title.
• For jpeg (ie photos of receipts), you will need to copy them to Word and then save them as above.
• Once all files are saved as a PDF, you can then merge them by using a PDF editor such as https://www.ilovepdf.com/, which is free.

Please note that claims will take up to three weeks to be processed.